Unprofessional PODs can damage your reputation on the Exchange, slow the growth of your business and end the relationships you are trying to build.
PODs are the only proof you have that you’ve delivered a load successfully. We’ll show you how to get your PODs right every time.
IN THIS ARTICLE
How to create and send the perfect ePODs
CX gives you all the tools you need to create the perfect ePODs effortlessly. A professional, legible POD must be submitted together with an invoice so you can get paid for the completed load.
You can submit an electronic POD using our CX mobile app, but we highly recommend that you also keep a hard copy POD for every load completed, as sometimes customers require a posted hard copy to pay you.
We recommend using a duplicate/triplicate book for hard-copy PODs or using our free template which you can download here:
Good reasons for making hard copies
You might be in an area where mobile signal is weak and, as a result, you won't be able to collect an ePOD.
When your signal returns and you're able to use the app again, you can scan the hard copy POD and upload it to the app so you can email it to your customer later.
In summary: having a hard-copy POD ensures you still receive payment.
There are two ways you can create and send an ePOD on CX:
1. Through the mobile app
2. On the desktop site
Creating an ePOD on the mobile app
Step 1) After you’ve successfully delivered the load and your customer has inspected the goods and is happy to sign your POD, tap on ‘Delivered/POD’:
Step 2) Enter the recipient’s full name.
Step 3) Capture their signature and tap ‘Save’ when done.
Step 4) Scan any other documents you need or take photographs.
Step 5) Once you’ve finished, tap ‘Send POD’.
Creating an ePOD on the desktop site
Step 1) Visit your diary and find the completed load you want to create the POD for.
Step 2) If you’ve already completed the POD using the mobile app, you should see the details already populated and the recipient’s signature.
If you used a hard copy POD to capture their signature, you can take a picture of it and upload it by clicking on the ‘Browse’ button.
Once you’ve found the file you’re looking for, upload it. You should see it above where it says ‘Browse’.
If you’ve uploaded the wrong POD, click the red ‘X’ to remove it and re-upload with the right POD.
Step 3) When you’re happy, click ‘Save’.
Step 4) Click ‘Email POD’ to email the POD to your customer. This, together with your invoice will ensure your payment for the completed load.
How to create and send hard copy PODs
Some members require hard copies of a POD to be posted to them. To find out exactly how your customer wants to receive the POD, visit your Diary on the desktop site.
Once you’ve located the right load, click on the ‘Order’ button.
Scroll to the bottom of the page and read the booking footer which explains how the invoice should be sent. If a hard copy of the POD is to be posted, scroll back up to the Billing Address section and post your POD to this address.
We recommend posting with recorded delivery so you know when your customer has received your POD.
Best practices for hard copy PODs:
- Keep 3 copies of your POD
One for the load recipient, one for the load poster, and one for your own records.
- Never use any other stationery to substitute as a POD
Any other stationery to substitute as a POD won’t be accepted by your customer. Use a duplicate/triplicate book or our recommended template approved by Exchange members. Getting the POD format wrong makes it likely that the company won’t re-hire you.
You can download our recommended format here:
- Never add your personal/company details onto the POD
Never put any personal information or company details on the POD. If you do this, it could be considered an attempt at poaching (stealing another member’s customer) and could get you kicked off the Exchange with your membership being revoked.
- Include all the following information on your PODs for every load
✔ Collection date
✔ Name of the company you represented when delivering the load (NOT the name of your own company)
✔ Collection name and address
✔ Delivery name and address
✔ Number and description of items delivered
✔ The words ‘received in good condition’ or at least ‘received’
✔ Signature of the recipient
✔ The printed name of the recipient
✔ The date AND time of receipt, completed by the load recipient
Here are two examples of unacceptable PODs you should avoid at all costs: